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Invoices

Reverse an approved invoice

The invoice reversal functionality should be used when correcting invoice approval errors, such as an incorrect invoice amount or an incorrect line-item adjustment.
An invoice that hasn’t been fully approved can't be reversed. If an invoice is still pending and 1 reviewer approved it by mistake, then a higher-level reviewer or Accounting Code Reviewer can reject the invoice.
note
You can't undo an invoice reversal. Verify that you want to reverse the existing invoice before you proceed.
  1. Select
    Matters
     in the left navigation.
  2. Open the relevant matter and select
    Invoices
    .
  3. Select the invoice number of the invoice you want to reverse.
  4. On the toolbar, select
    REVERSE
    .
  5. Enter comments to the firm about why the invoice is being reversed. These comments will be visible to the firm.
  6. On the toolbar, select
    SAVE
    .

Consequences of invoice reversal

When you reverse an invoice, you can't undo the following consequences:
  • Tracker creates a new memo entry with the existing invoice number followed by
    -Reversal
    . For example, if the invoice number you are reversing is 74356, the invoice number for the reversal entry is
    74356-Reversal
    .
  • The reversal memo entry is identical to the original invoice, except that the approved amount is the negative amount of the invoice total, and the
    Date Posted
     is the date of the reversal entry.
  • The reversal memo entry isn't routed for approval, but is included in the AP Extract (this is different from a normal memo entry invoice, which is not included in the AP Extract). However, the reversal memo entry won’t be included in the ZIP file of invoices, and there won’t be an Invoice Approval Summary Page in the ZIP file of invoice approval summaries.
  • The reversal memo entry will be displayed to law firm audiences.
  • The law firm that posted the original invoice won’t be able to post a new invoice with the same number.
  • The status of the approved invoice will be changed to Reversed. In addition, the invoice history for the reversed invoice will show that it has been reversed.
note
If the reversed invoice hasn’t been sent in an AP Extract, the original approved invoice information (including the reversal memo entry), is included in the AP Extract. If you don’t want this information in the AP Extract, you should change the invoice inclusion rules before you send the AP Extract to accounting.

Check whether a reversed memo entry will be sent to your AP department

  1. Select
    Settings
    .
  2. In
    Accounting and A/P Settings
     section, select
    AP Route Configuration
    .
  3. In the
    Step 2: Formatting
     collapsible section, select
    Create New Invoice Spreadsheet Format
    .
  4. On the window that opens, review the
    Invoice inclusion rules
     section.
    1. If the invoice is not included, you should communicate the reversal with your AP department outside of Tracker to ensure the reversed invoice isn't paid.

This article applies to:

  • PRODUCT: Legal Tracker
  • Subject: Billing,Invoices
  • Audiences: Company